Med Office Coordinator - FT - Day - OB/GYN Lawrenceville NJ

Capital Health is the region's leader in providing progressive, quality patient care with significant investments in exceptional physicians, nurses, staff, and advanced technology. As a dynamic healthcare resource accredited by the DNV, Capital Health includes two hospitals, an outpatient center, a satellite emergency department, and an expansive network of primary and specialty care. Capital Health Medical Group comprises over 600 physicians and providers offering primary, specialty, and hospital-based services.

The listed pay range reflects compensation for a full-time equivalent (1.0 FTE) position. Actual compensation may differ based on assigned hours and position status (e.g., part-time).

About the role

Works independently to ensure prompt patient service both on the telephone and at the front desk. Oversees the registration and checkout process, handling electronic medical records to ensure efficient patient flow through the office. Performs essential functions and coordinates staff performance related to these tasks. Reviews issues promptly with providers, including routine difficulties and unusual circumstances. Handles patient problems and complaints, referring difficult situations to the Director/Manager.

Responsibilities

• Answers telephones promptly and courteously, managing multiple phone lines and routing patient calls efficiently to the appropriate area or individual.
• Prepares for the day by reviewing eligibility and phone reports, carrying out tasks accordingly, and preparing new patient charts or paperwork.
• Greets all patients and visitors professionally, informs them of privacy policies, and assists with delays in physician schedules.
• Performs registration to ensure demographic and insurance information is accurate and complete, complying with HIPAA, Advance Beneficiary Notice, Advance Directives, and Patients' Rights.
• Ensures all requirements on check-in and check-out pages are satisfied and complete.
• Collects co-payments, outstanding balances, and time-of-service or estimated balances according to policy.
• Obtains copies of insurance cards, driver’s licenses, authorizations, and referrals, scanning or entering them into the system.
• Refers patients to Central Business Office (CBO) staff regarding past-due balances, questions, or resolution.
• Reviews and complies with Patient Account Notes and Appointment Notes in the system, accepting accountability for assigned Work lists/Boxes on the dashboard.
• Confirms charges and approves claim creation at check-out, validates and submits appropriate claims for real-time adjudication.
• Works the “Day End Review” report and designated Tier-based HOLD Claim Work lists daily.
• Schedules follow-up appointments, creates appointment ticklers in the system, and manages associated Work lists/boxes.
• Completes referrals and pre-authorizations as required.
• Creates a Time of Service batch, links it to a deposit batch daily, and reconciles, balances, and closes each batch/drawer at the end of the day.
• Performs clerical duties, including processing mail, confirming appointments, sending follow-up notices, and maintaining statistics.
• Performs other duties as assigned and may be assigned to other Capital Health Medical Group practices as needed.

Requirements

• High school diploma or equivalent.
• Three years of related experience in a medical office or hospital setting; prior experience with electronic health records preferred.
• Intermediate knowledge of medical terminology, ICD-10, and CPT codes.
• Excellent verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Proficient with Microsoft Office applications: Word, Outlook.
• Ability to maintain confidentiality of patient and employee information.
• Ability to work effectively with physicians, independently, and as part of a team.

Physical Demands and Work Environment

• Frequent physical demands: Sitting, standing, walking, wrist position deviation, pinching/fine motor activities, keyboard use/repetitive motion.
• Occasional physical demands: Climbing (e.g., stairs or ladders), carrying objects, pushing/pulling, twisting, bending, reaching forward, reaching overhead, squatting/kneeling/crawling.
• Continuous physical demands: Talking or hearing.
• Lifting requirements: Floor to waist: 15 lbs; Waist level and above: 10 lbs.
• Sensory requirements: Accurate near vision, accurate far vision, color discrimination, accurate depth perception, accurate hearing.

Pay

Pay Range: $22.64 - $29.42 per hour.

Schedule

Scheduled Weekly Hours: 40 (full-time). Usual workday: 8 hours.

Benefits

• Medical Plan
• Prescription drug coverage & In-House Employee Pharmacy
• Dental Plan
• Vision Plan
• Flexible Spending Account (FSA): Healthcare FSA and Dependent Care FSA
• Retirement Savings and Investment Plan
• Basic Group Term Life and Accidental Death & Dismemberment (AD&D) Insurance
• Supplemental Group Term Life & AD&D Insurance
• Disability Benefits: Long Term Disability (LTD) and Short Term Disability (STD)
• Employee Assistance Program
• Commuter Transit and Parking benefits
• Supplemental Life Insurance options: Voluntary Life, Spouse Voluntary Life, Employee Voluntary Life, Child Voluntary Life
• Voluntary Legal Services
• Voluntary Accident, Critical Illness, and Hospital Indemnity Insurance
• Voluntary Identity Theft Insurance
• Voluntary Pet Insurance
• Paid Time-Off Program